CDRs which existed prior to WAWF 5.9 are in what is called the legacy system.

Transcription

1 CDRs which existed prior to WAWF 5.9 are in what is called the legacy system. Those will continue to be worked in the legacy system until they are closed. New CDRs should be submitted under the new module once it rolls out. In order to initiate, review, and otherwise work CDRs in the new module, current CDR users will (likely) have to add additional roles. New CDR users would register for the roles in the new system only unless they need to work legacy CDRs (in which case they would add those roles as well).

2 CDR Roles Function of the roles in the new module: Initiator Create, Resubmit and Close deficiency reports Reviewer Correct, Approve and Reject deficiency reports PCO Assignee Accept, Reassign, Resolve, Return and Reject deficiency reports ACO Assignee Accept, Reassign, Resolve, Return and Reject deficiency reports By regulation [DFARS PGI (a)(2)] and DCMA policy [DCMA instructions 118 and 325], only contracting officers are to be reviewing officials/reviewers.

3 CDR Roles (continued) If working legacy CDRs, DCMA ACOs need to have the roles of ACO and Reviewing Official. For the new CDR module, DCMA ACOs need to have the role of ACO Assignee and Reviewer. NOTE: DCMA is to have only two CDR POCs per C/S/A (see DCMA Memo ). No personnel other than the Primary and Alternate CDR POC identified by each CMO in response to that memo are to have the CDR POC Role. As it currently stands in the new system, CDR POCs can t do anything with the CDR other than view it unless they also have the role of ACO Assignee or PCO Assignee. DCMA employees should not register for PCO Assignee or PCO/Buyer (with the possible exception of the DCMA Procurement Center).

4 CDR Roles (continued) Note: C/S/A, location code, DoDAAC are interchangeable terms when it comes to CDRs. They all refer to the office(s) involved in initiating, reviewing, and otherwise working the CDR. The ability to register now for multiple C/S/As solely applies to CDRs. Users should only have the roles they actually need and only at the appropriate C/S/A(s). EDA POCs should ensure that is the case. For example: A user at DCMA Boston should not be an initiator or a reviewer under DCMA Los Angeles. If a user at DCMA Boston needs to initiate a CDR against something done by DCMA Los Angeles, they would initiate it under Boston s DoDAAC and a reviewer at Boston would approve (or reject) the CDR. DCMA Los Angeles is not involved in the creation or approval of that CDR. Users at centers can register for all of their center s DoDAACs. Users who work at CMOs with sub-offices (Wichita which is under Twin Cities for example) can register for roles under those various offices.

5 Initiating a CDR

6 Go to and log in. Click the CDR icon.

7 Click Create.

8 Enter the contract against which the CDR is to be issued. If the contract is on EDA, click the magnifying glass to update (pre-populate) certain fields. The $$$ - Invoice Pending Field is a mandatory field; make the appropriate choice.

9 A reviewer has to be chosen. The personnel which show in the drop-down menu for Reviewer have to be registered and active as a reviewer for the given DoDAAC (S2401A in this example).

10 It used to be that an initiator could choose a reviewer in another office, even one not associated with the initiator s office. That is no longer the case. The reviewer has to be in the same C/S/A as the initiator. That is not a license to register for every C/S/A you think you want or need. There are legitimate exceptions to that (such as for personnel at various DCMA centers, or if a C/S/A has a secondary or tertiary C/S/A under it and users at one office need to create, approve, or work CDRs for the other office). Otherwise, users should be registered only for one C/S/A their own. The initiator and the reviewer cannot be the same person.

11 Enter the Assignee DoDAACs. Clicking the circular arrows will refresh the data. Choose whether the CDR is to be assigned to the PCO office or the ACO office by clicking the Assigned Field on the appropriate line. In this example, the CDR is being assigned to the PCO office. In the past CDRs were assigned to an individual; now they are assigned to a C/S/A.

12 This is an example of why CDRs will be assigned to a C/S/A rather than to an individual. The assignee is no longer valid. That might be because they are no longer with the Government or particular C/S/A, or their duties and, therefore, roles have changed. In this example, it s because the assignee is in IT and is not an ACO; therefore, and properly so, he does not have the ACO or RO roles (he must have had them at the time the CDR was initiated). The above example also shows that this problem does not just exist on the PCO side of the house.

13 Once initiated and approved, this CDR will go to the PCO office. An notice will go to the organization s folder. Any individual with the role of PCO Assignee at FA8771 will be able to work this CDR.

14 The initiator can choose individuals in the Primary Point of Contact and Alternate Point of Contact fields; the selectees would be the primary and alternate CDR POCs for that C/SA (the selectees would have to be registered and active for that role at that C/S/A). These are not mandatory fields. The initiator can enter an address in the Contracting Officer/Specialist Field to send an notice to that address. This is the equivalent of sending an additional notice on irapt documents. In the former CDR system, CDR POCs could return, reassign, accept, or resolve CDRs. As it currently stands in the new system, the CDR POCs can t do anything with the CDR other than view it unless they also have the role of ACO Assignee or PCO Assignee. NOTE: DCMA is to have only two CDR POCs per C/S/A (see DCMA Memo ).

15 Enter the payment office DoDAAC and the vendor CAGE. The initiator has to choose a deficiency code/reason. Other is no longer a valid option.

16 Another mandatory field is Vendor View. Choosing yes allows the vendor to see the CDR once it is submitted. The vendor can see the CDR even before it is approved by the reviewer; the vendor can also see the CDR if it is rejected. If the initiator chooses yes the reviewer can change it to no at which point the vendor can no longer see the CDR. As long as it is set to yes, the vendor can see it. Once the reviewer approves the CDR the view cannot be changed. Be careful about choosing yes. There may be good reasons (legal, security, etc.) for not allowing the vendor to see the CDR. For purposes of demonstration, yes will be chosen for this one.

17 Click Submit.

18 Additional comments can be entered. Regardless of whether or not additional comments are entered, click OK.

19 The CDR has been successfully submitted to a reviewer at S2401A.

20 The vendor has logged in and gone to the CDR module. Notice that the CDR, CN1307, is in a submitted status. The vendor chooses to open the CDR by clicking on the CDR number.

21 Because yes was chosen for vendor view, the vendor can see the CDR even though it has not been approved.

22 Approving a CDR

23 Go to and log in. Click the CDR icon.

24 Clicking Search gives the options above. If the reviewer clicks My Next Action, they will not see the CDR unless it has been assigned to them. Therefore, if another reviewer at that C/S/A needs to take action on the CDR, they would need to click Control Number and then search for it that way. This principle applies in other cases as well.

25 The reviewer to which this CDR was assigned can click on My Next Action. On the next screen, the reviewer would choose I am a Reviewer and my action is required on the CDR and click Search.

26 Three CDRs have been assigned to the reviewer, Simon Templar. He would click on CN1307, the one demonstrated here, in order to open it to work it.

27 Another reviewer at C/S/A S2401A would have to click on Search, then Control Number to get to the CDR. The assigned reviewer can also use this method. Clicking Control Number takes the reviewer to the screen below.

28 The reviewer can enter the CDR number and then click Search; or they can just click Search.

29 Many more show because the search was not limited to the particular CDR number or the workload assigned to just Simon. To work CDR CN1307, the reviewer would click on that CDR number.

30 The reviewer can approve or reject the CDR. Before approving, however, the reviewer has changed the vendor view to no.

31 As with the initiator, the reviewer has the option of entering comments before clicking OK.

32 The CDR has been forwarded (assigned) to the PCO office, FA8771.

33 Because the reviewer changed the vendor view to no, the vendor can no longer see the CDR.

34 This individual is a CDR POC for FA8771 (the PCO office); they do not have the role of PCO Assignee. If this person searches using any of the criteria above they will not see the CDR as they are only a CDR POC. They can search by CDR number and find the CDR; they will not, however, be able to work it as they do not have the role of PCO Assignee. This works the same on the ACO assignee side.

35 This person is registered as a PCO Assignee for FA8771. If they choose I am a PCO Assignee and my office s action is required on the CDR, they will be able to open and act on the CDR. They could also click Search on the top bar and search by CDR number instead.

36 The assignee clicks on the CDR number to open it. They can accept, reassign, return, reject, or resolve the CDR as shown below. In this example, they click Resolve.

37 Comments are mandatory and are entered. Then the assignee clicks OK and the CDR is resolved to the initiator.

38 The initiator logs in, clicks Search, and chooses I am an Initiator and my action is required on the CDR. Or they can search by CDR number. Once they open the CDR, they can resubmit or close it. In this example it will be closed.

39 How will the initiator know an action has been taken on the CDR? By checking their organization s folder (shown above); or by going into the CDR application and searching. The organization folder for CDRs can be found by going to Outlook/Public Folders/All Public Folders/Enterprise Apps/CDR, and then the particular region and DoDAAC. For example: